GEORGIA STATE UNIVERSITY EMERGENCY MANAGEMENT POLICY
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1 EMERGENCY MANAGEMENT POLICY Review By: Management Group Date of Review: January 24, 2008 Authorized By: President, Provost and Administrative Council Date of Authorization: February 6, 2008 Date of Last Amendment: July 1, 2013 Related Documents: Original Policy Responsible Officer for Implementation: Provost Any person who requires assistance in understanding any aspect of this document should contact the Director of Management at extension or GEORGIA STATE UNIVERSITY EMERGENCY MANAGEMENT POLICY Management Policy Page 1 7/1/2013
2 Section Page I. Purpose, Overview, Scope & Authority... 3 A. Overview 3 B. Purpose... 3 C. Scope... 3 D. Plan Maintenance, Distribution & Authority... 4 II. Definitions...5 III.University Response Organization (ERO):... 6 A. Management Group (EMG)... 6 B. Response Teams (ERT)... 7 C. Incident Commanders (IC)... 7 D. Other Critical Response Personnel 8 IV. Action Levels...8 A. Level B. Level C. Level 3..8 V. Response - Order of Priority 9 VI. Operations Center:... 9 VII. Management Program...10 VIII. University Operations Plan.10 A. Development.10 B. Authority C. Purpose 11 IX. Unit Operations Plan...11 A. Development 11 B. Availability, Submission and Maintenance..12 C. Guidelines 12 Management Policy Page 2 7/1/2013
3 Purpose, Overview, Scope & Authority A. Purpose The purpose of this policy is to establish the management framework designed for implementing the Georgia State University Management Program. B. Overview Georgia State University organizes, coordinates, and directs available resources toward an effective response to, and recovery from, emergencies. Given the complexity of University locations and infrastructure, it s large and varying population, range of internal hazards and complexity of emergencies needing to be considered, the University recognizes that no single university Operations Plan will be able to adequately ensure proper preparedness, response and recovery to all facilities and associated personnel in unpredictable situations. Therefore, the effectiveness of this effort is dependent on the development of unit / facility Operations Plans. The University, therefore, expects each facility to develop and maintain a detailed Operations Plan based upon the provided guidelines and assistance supplied by the Office of Management. This policy includes a chain of command establishing the authority and responsibilities of campus officials and staff members, and requires that Colleges and individual departments designate Coordinators for each occupied facility with the responsibility to recommend modifications in emergency procedures and to commit resources for emergency preparedness, as necessary. C. Scope This Management Policy applies to all Georgia State University colleges, divisions, departments, programs, research centers, administrative business service centers, or other operating units as determined for this purpose by the college or division at the Dean or Vice President level. Management Policy Page 3 7/1/2013
4 D. Policy Maintenance, Distribution & Authority 1. The University Provost has overall authority for the implementation of this policy. 2. The University Director of Management has overall responsibility in the maintenance of this policy. 3. The policy will be revised as needed, but at least annually. 4. Personnel associated with the University Response Organization will re-evaluate their responsibilities in light of the changing world situation, technology, etc. and provide updated information about their emergency responsibilities and operations to the Office of Management for incorporation into policy and plan revisions. The Director of Management is responsible for coordinating meetings with established Management Group members and appointed Facility Response Teams to ensure all information is current in the University Operations Plan. Revision of emergency policy and plans will be conducted each January to ensure emergency operations are adequately documented and updated on an annual basis. 5. The University is committed to the continuous improvement of Management and will review outcomes and implement corrective actions, if applicable, following emergencies and evacuation exercises. 6. Current copies of the policy will be distributed to: 1. All ERO Personnel (see Section II) 2. All University Vice Presidents 3. All University Deans 4. The University System of Georgia Board of Regents 5. Atlanta (Fulton County) Office of Management 6. GEMA Management Policy Page 4 7/1/2013
5 II. Definitions Operations Plan Guidelines Level Management Group Operation Center Response Booklet Response Organization Response Teams Georgia State University: Operations Plan Unit Unit/Facility Operations Plan A word used to encompass a range of events, which could otherwise be described as incidents, accidents, catastrophes or disasters, which may affect a large group of people on University premises or in Universityrelated activities or which may damage or threaten to damage major University installations or buildings. A document that provides guidance in the development and deployment of unit Operations Plans. One of three severity levels of emergency that require specific responses by the university (see the " Levels" segment of this document). A group of senior leaders that may convene at the Operations Center to establish and carry out response strategies and tactics, deploy resources, and initiate the recovery process at the University level. A physical location at which the Management Group and staff members of the Office of Management convene to establish and carry out response strategies and tactics, deploy resources and initiate the recovery process. A document that provides guidance for individual responses for several types of emergency situations The complete set of coordinated individuals who may be mobilized in emergencies (made up of the Management Group and Response Teams. A group of appointed individuals who maintain the unit/facility Operations Plans and assess the scope of a potential emergency incident or situation and respond appropriately to reduce the threat of loss of life or property and/or harm to the environment at a specific facility. A document that establishes and outlines the university's collective response to an emergency, and sets minimum standards for the creation of unit Operations Plans (see the "Georgia State University Plan" section of this document). A college, division, department, research center or other operating unit as determined for this purpose by the college or division at the Dean or Vice President Level. A document that outlines unit-specific responses to an emergency, in keeping with the Georgia State University Operations Plan. Management Policy Page 5 7/1/2013
6 II. University Response Organization (ERO) Management Group President Provost Sr. VP of Finance & Administration VP of Student Services Associate Provost, Info Systems & Technology Assoc. VP, Research Integrity Assoc. VP, Facilities Management Asst. VP, University Relations Asst. VP, Chief of Police University Attorney Operations Center EM Director Fire Safety Manager Fire Safety Officer First Responder Agencies Police Fire EMS Response Teams Facility Coordinators Campus Community Faculty Staff Students (figure 1.1 University ERO) A. Management Group (EMG) The EMG is headed by the President or Provost and facilitated by the Director of Management. The EMG is comprised of senior University officials, selected by the President and Provost that support the implementation of defined Management Program objectives. During a critical event or large scale emergency, the EMG serves as a comprehensive consultant Management Policy Page 6 7/1/2013
7 team for the President and Provost by interfacing with the community, the media and regulatory agencies. EMG members should be senior officials who have the authority to: Determine the short- and long- term effects of an emergency Order the evacuation or shutdown of facilities and the campus Interface with outside organizations, family members and the media Issue comprehensive press releases Initiate and execute the recovery process B. Response Teams (ERT) The Response Teams are comprised of facility Coordinators (appointed by the appropriate Dean or Vice President) that provide support for emergency preparedness and emergency response guidance for their specific department and facilities. The ERTs are charged with maintaining their departmental or facility Operations Plans and providing emergency response guidance for their respective groups through established communication measures. * Note the intent of these teams is to consolidate specific points of contact ( Coordinators) for each facility throughout the University. The Office of Management will provide sample Operations Plans, training and guidance for emergency preparedness, mitigation, response and recovery. C. Incident Commanders (IC) The Incident Commander (IC) is responsible for: front-line management of the emergency incident, tactical execution, determining whether outside assistance is needed and for relaying requests for internal resources or outside assistance through the Operations Center (EOC). The IC can be any employee, but usually is a member of management with assigned responsibility to respond to specific emergency situations and possesses the subject matter expertise, training and authority to make tactical response decisions during a specific emergency. The IC must have the capability and authority to: Management Policy Page 7 7/1/2013
8 Assume command for the tactical response during an emergency Assess the situation and report status Implement a specific Operations Plan Determine tactical response strategies Activate resources Oversee all tactical response activities Declare that the incident is "safe and over" Note: Incident Commanders should have the knowledge, skills and abilities to direct immediate actions to response to a specific emergency event (i.e.: Criminal Threat or Hostile Incident = Police Chief or designee is the IC; Hazardous Materials Spill = Radiation, Chemical Officer or designee is the IC). D. Other Critical Response Personnel As identified during the creation and maintenance of the University and Unit Actions Plans, additional personnel may be added to the defined groups mentioned above. IV. Action Levels A. Level 1 A localized, contained incident that is quickly resolved with internal resources or limited help. In these situations, the emergency operations center is generally not opened and the emergency management group is not likely to be mobilized. B. Level 2 A major emergency that impacts portions of the campus, and that may affect mission critical functions or life safety. In these situations, the emergency operations center may be fully or partially opened and the emergency management group may convene. C. Level 3 An emergency that involves the entire campus and/or surrounding community. Management Policy Page 8 7/1/2013
9 In these situations, the entire emergency operations center team and emergency management group mobilize, if appropriate, at the emergency operations center. V. Response - Order of Priority In any emergency situation, Georgia State University s overriding mission is to: 1. Protect life safety 2. Secure our critical infrastructure and facilities 3. Resume our research and educational programs situations have the potential to negatively impact various components throughout the University. Therefore, it is imperative to understand that the University will collectively focus both response and recovery efforts in order of priority. General emergency response priorities follow from these goals. Specific characteristics, such as time or day, may require some adjustments within the following categories: 1. Facilities used by dependent populations (residences, occupied classrooms and offices, childcare centers and special event venues) 2. Facilities critical to health and safety (medical facilities, emergency shelters and sites containing known or suspected hazards such as laboratories) 3. Facilities that sustain emergency response (emergency and technology systems, utilities, communications services, computer installations and transportation systems) 4. Classroom and research facilities 5. Administrative facilities VI. Operations Center A. Purpose The EOC serves as a centralized management center for emergency operations. The EOC is generally activated by the Director of Management and may be staffed during any levels of emergencies (small or large). The EOC is the primary point of contact for the Incident Commander to provide situational updates and the unified voice to relay information to the Management Group (EMG). The EOC also serves as the supervisory authority for all emergency management principles during the response to and recovery from an emergency. The EOC provides situational updates and communications to the President and Provost the head of the EMG and alerts to the campus population. Management Policy Page 9 7/1/2013
10 VII. Management Program A. Management Program The University Management Program is comprised of the following: infrastructure in all University buildings ( fire and life safety systems); The University Management Policy; The University Operations Plan; The University Hazard Mitigation Plan (GEMA Disaster Resistant University Program; The University Communications Plan / Resources; Unit Coordinator Program; Unit (Facility) Operations Plans and Evacuation Plans; Unit (Facility) Vulnerability and Threat/Hazard Assessments; Scheduled testing of alarm systems and other infrastructure; Evacuation and shelter-in-place drills; Regular (e.g. annual) disaster training exercises (which may be desk-top exercises, but should include a simulated live exercise every 3 years); Routine debriefing of the EMG and other involved emergency personnel after any (real or false) alarm, evacuation, declared emergency or any drill or exercise, to assist with reviewing the emergency management system and revising it where necessary. VIII. University Operations Plan A. Development The Director of Management, in coordination with the Management Group, creates the University Operations Plan. The University Plan is a campus-level plan that guides the emergency response of Georgia State University personnel and resources during a major disaster. It is the official Operations Plan for Georgia State University and supersedes previous plans and precludes employee actions not in concert with the intent of this plan, or the Response Organization created by this policy. Nothing in this plan shall be construed in a manner that limits the use of good judgment and common sense in matters not foreseen or covered by the elements of the plan or any appendices. The Plan and organization shall be subordinate to State or Federal plans during a disaster declaration by those authorities. Management Policy Page 10 7/1/2013
11 B. Authority This University Operations Plan is promulgated under the authority of the President, Provost and Administrative Council. C. Purpose The purpose of the Georgia State University Operations Plan (EAP) is to establish policies, procedures, and an organizational structure for response to, and recovery from, a major emergency. The Plan incorporates operating procedures from the Incident Command System (ICS) for handling emergencies resulting from fires, floods, storms, hazardous materials incidents, and other potential natural and man-made disasters. The EAP incorporates the fundamentals of the Incident Command System (ICS) and is in compliance with the National Incident Management System (NIMS), a nationwide standardized approach to incident management and response. NIMS establishes a uniform set of processes and procedures that emergency responders at all levels of government will use to conduct response operations. The University EAP establishes the foundation to coordinate the actions of personnel and to facilitate communication to and from the university EOC. The University EAP also serves as the baseline by which all Unit Operations Plans are developed. IX. Unit / Facility Operations Plans A. Development In an emergency, it may be critical that the emergency operations center or other personnel are able to quickly access individual unit plans. Therefore, it is important that all unit plans follow a uniform format that will be familiar to potential users of the plans. Two documents will assist units in the creation and maintenance of unit Operations Plans that follow the prescribed format. 1. The Unit Operations Plan Guidelines provides crucial information for developing a unit emergency plan. It is available in electronic copy at by contacting the Office of Management at eoc@gsu.edu or (3) The Unit Operations Plan template contains most of the required elements of a Unit Operations Plan. It is Management Policy Page 11 7/1/2013
12 available in electronic copy at by contacting the Office of Management at or (3)0783. B. Availability, Submission, and Maintenance of Unit Plans All current Unit Operations Plans must be made available a) in hard copy to appropriate individuals in the unit; and b) electronically to the EOC via (attachment) submission. In addition, units are responsible to review plans at least biannually and update as necessary. There will be a central backup of the EOC online version and will be maintained by the Office of Management 1. Create Unit Operations Plans using the resources listed above. Contact the Office of Management for further guidance, training and information to ensure that plans are adequate. 2. Submit Unit Operations Plans and updates (when appropriate) as attachments to eoc@gsu.edu. 3. All plans and/or updates will be loaded onto the secure EOC electronic library. C. Maintaining and Updating Unit Plans Unit plans should be kept current. They need to be updated as faculty, staff, students and programs in the unit change. Unit plans should be available in both hard copy and electronic formats. For questions related to this policy or to request assistance in the development of the Unit Operations Plan, contact Georgia State University Office of Management eoc@gsu.edu Date approved: February 6, 2008 (//Original//) Approved by: Administrative Council Management Policy Page 12 7/1/2013
13 Signed: //Original Signed// Name Ronald J. Henry Title Provost Management Policy Page 13 7/1/2013
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